Ref. No.
Closing Date
14th November 2019 at 17:00

Senior Executive Assistant (Dublin-based)

Applications are invited for an appointment as Senior Executive Assistant (AO Level) Fixed Term, ICHEC at NUI Galway. Applications are invited from suitably qualified candidates for a full-time, fixed term position as Senior Executive Assistant (AO Grade) with The Irish Centre for High-End Computing (ICHEC) at the National University of Ireland, Galway. This position is fixed term 15 months and is based in ICHEC’s Dublin offices.

The post holder has specific job contact with:

The role of a Senior Executive Assistant should have a significant impact on the Centre, allowing it to meet higher standards of governance, professionalising communications with external and internal Boards, and reinforcing full adherence to good practice guides.

This role will report directly to the Director and provide key support to the Centre’s Governing Board, the Oversight Committee and to the Director in ever improving standards.



ICHEC is the national High-Performance Computing (HPC) in Ireland and is a centre of domain, systems and software expertise that provides high performance software solutions to academia, industry and state bodies, through partnership, knowledge transfer, project delivery and service provision. ICHEC operates the national HPC service providing compute resources and software expertise for the research communities across all the main science disciplines through collaborative industry & academic partnerships and programmes of education and outreach. The Centre is also actively engaged in a number of international initiatives such as the European Commission’s EuroHPC Joint Undertaking.

As an important component of the national research and innovation system, ICHEC strives to apply good practice in all aspects of Corporate Governance. The current national guidelines are available at


Main Duties and Responsibilities


Selected responsibilities and duties typically associated to a role of company secretary. The main duties for this post include and are not limited to:

  • Design and implement a high-level governance policy for internal and external processes. Adhering to internal NUI Galway policies (internal reporting). Mentoring in this regard will be provided by qualified experts.
  • Support the Director in convening, managing and documenting all Board and other Governance meetings. This will include timely finalisation of Agenda, Board Papers, Minutes (draft and finalised), and interactions with Board Members.
  • Manage and take responsibility for the financial operations of the Centre (review of cost statements and preparation of audits as well as operational and financial forecasts), establishing and maintaining links with NUI Galway Research Accounts office.
  • Define (or revise as appropriate) internal policies to ensure adherence to best practice and to NUI Galway’s policies.
  • Manage the Centre’s Project Management Office (PMO) through periodic project checkpoints with Project Managers, monitoring compliance to contractual obligations and tracking resource utilisation.
  • Oversee and manage the internal Human Resources policy and operations of the Centre, establishing and maintaining links with NUI Galway HR office.
  • Maintain a risk register for the Centre.
  • Manage day to day relationship with the Centre’s Governing Board and Oversight Committee.


Special Features of Job

The successful candidate will demonstrate the Eligibility requirements below:

Essential Requirements


Applicants must have a higher degree in business management, finance or equivalent experience (min. 5+ years) in or a related discipline or environment.

  • Demonstrated track record in the operational management of organisations larger than 30 staff.
  • Extensive experience in financial and/or HR management and reporting.
  • Prior experience of supporting higher management, including the ability to delegate where appropriate.
  • Candidates should also have excellent communication and organisational skills; be comfortable taking responsibility for decisions; be highly motivated; and have strong documentation, oral and interpersonal skills.


Desirable Requirements

  • Direct experience in commercial or voluntary bodies in a similar role would be of great advantage.
  • Masters degree or MBA in Business management.
  • Professional training from such as from Institute of Directors or equivalent.
  • Accreditation in accounting such as ACCA.
  • Experience as Lean and/or PRINCE 2 practitioner.
  • Foundations in Corporate Governance (specialist training in Corporate Governance will be provided if necessary)



For informal enquiries, please contact: J.-C. Desplat, Director Irish Centre for High-End Computing (ICHEC), Email +353 (0)1 524 1608 ext. 21

Additional information on ICHEC is available at:

Information on the University's Strategic Plan is available at:



€70,039 to €88,627 p.a (applicable to new entrants effective from January, 2011)

This appointment will be made on the Administrative Officer scale in line with current Government pay policy.


Closing date for receipt of applications is 17:00 (Irish Time) on Thursday, 14th November 2019. It will not be possible to consider applications received after the closing date.

Garda vetting may apply.

Appointments will be conditional on work authorisation validation.

Further details are available at


For more information and Application Form please see website:

Applications should be submitted online.


Please note that appointment to posts advertised will be dependent upon University approval, together with the terms of the Employment Control Framework for the higher education sector.

National University of Ireland Galway is an equal opportunities employer.